Steps for a Property Management Company to Obtain Mailbox Keys from USPS

Identify the Correct USPS Location

Use the property’s ZIP code to locate the correct servicing post office (not just any nearby USPS).
This is usually where the mail carrier is based and where the mailbox cluster is managed.

Gather Required Documentation USPS will not release keys without the following:

A copy of the signed lease (showing current tenancy).
Government-issued photo ID of the tenant (or property manager if acting on behalf).
Authorization Letter (if someone is retrieving keys on behalf of the tenant):

-On company letterhead, state who is authorized to obtain the mailbox keys.

-Include property address, tenant name, and your company contact info.

Visit the Servicing USPS Location In-Person

Bring all documents.
Ask to speak to the Delivery Services Supervisor or someone in box assignments.
Let them know the property has no mailbox keys onsite and you are requesting new keys or a lock change.

Request a Lock Change (If Needed)

If USPS confirms that no keys are available (or a previous tenant never returned them), you may need to pay for a lock change.
Current USPS lock change fee is typically around $40–$75.

Pay Any Required Fees

USPS will issue a work order for the lock change or key reissue.
Keep the receipt, which will usually indicate how long it will take (typically 5–10 business days).

Pick Up the New Keys

USPS will notify you or the authorized person when the keys are ready.
Return to the servicing post office with ID and original receipt to pick them up.

✅ Best Practices:

If the property is under HOA control, check first if the HOA has any mailbox management responsibility.
Keep a record of any USPS correspondence or receipts in the tenant/property file.
Encourage tenants to handle this process directly when possible, since USPS often requires ID and may not allow third-party pickup without written tenant authorization.